How to Get a Schengen Visa: Step-by-Step Application Process (2026)

Applying for a Schengen visa follows a structured and standardised process, but many applicants face delays or refusals due to procedural mistakes rather than eligibility issues. Choosing the wrong country to apply to, submitting incomplete documents, or missing mandatory requirements are among the most common errors identified by consulates and VFS centers.

This guide explains how to get a Schengen visa step by step, based on how applications are actually processed by Schengen authorities. It covers the key stages of the application, from selecting the correct consulate to attending your visa appointment.

What you need to know before applying for a Schengen Visa

• A Schengen visa allows short stays across 29 European countries
• You must apply through the correct country, based on your travel itinerary
• Applications follow a clear sequence: documents → application → appointment → biometrics
• Most applicants submit their files via VFS Global or TLScontact
• Photo and travel insurance compliance are systematically checked
• Many refusals are linked to wrong consulate selection or missing documents
• Proper preparation significantly improves processing time and approval chances

To obtain your Schengen visa, you will need proof of insurance recognized by consulates and VFS centers. Purchasing through HelloSafe allows you to obtain immediate proof of insurance and receive a refund if your visa application is refused.

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Which country should you apply to for a Schengen visa?

One of the most critical steps in the Schengen visa process is determining which country you must apply to. Applying through the wrong consulate is a frequent and avoidable mistake that can lead to automatic refusal, regardless of the quality of the rest of your application.

Schengen rules clearly define which country is responsible for examining your visa application. This decision is based on your travel itinerary, not on personal preference or convenience.

Schengen authorities apply the following rules, in strict order:

These rules apply to all short-stay Schengen visas, regardless of your nationality or travel purpose (tourism, business, family visit).

Consulates and VFS centers systematically check whether:

• your itinerary matches the consulate you applied to,
• your accommodation and travel bookings are consistent,
• your main destination is clearly justified.

If the consulate determines that another country should have processed your application, your visa may be refused without examining the rest of your documents.

Practical examples to avoid mistakes

If your travel plan changes after submission, it is strongly recommended to update or reapply correctly, rather than attend a VFS appointment with an inconsistent itinerary.

What documents are required to apply for a Schengen visa?

Preparing the right documents is one of the most decisive steps when applying for a Schengen visa. VFS centers and consulates follow strict checklists, and even a single missing or non-compliant document can lead to delays or refusal.

While document requirements may vary slightly depending on the country and the purpose of travel, Schengen authorities rely on a common core list of mandatory documents, supplemented by additional documents depending on your situation.

The following documents are required for all applicants, regardless of nationality or travel purpose.

Core documents for Schengen Visa application

Additional documents depending on your travel purpose

In addition to the core documents, applicants must provide supporting documents based on the reason for travel.

Providing documents that do not match the declared travel purpose is a frequent reason for refusal.

Key documents that are most frequently checked and rejected

From practical experience, the following documents receive extra scrutiny at VFS and consulates:

• Visa photo (size, background, recency) - read our guide on Schengen Visa Photo Size and Requirements
• Travel insurance certificate (coverage, dates, territory)
• Proof of accommodation (authenticity and consistency)
• Financial documents (clarity and sufficiency)

For travel insurance in particular, consulates require coverage of at least €30,000, valid for all Schengen countries and covering the entire duration of stay.

Many applicants rely on comparison platforms such as HelloSafe to identify insurance policies explicitly accepted by Schengen consulates, obtain an instant insurance certificate, and avoid issues related to unclear or non-compliant coverage. An additional advantage is the possibility of refund if the visa is refused, which reduces financial risk.

How to fill in the Schengen visa application form?

Filling in the Schengen visa application form correctly is a mandatory step before booking a visa appointment. Errors or inconsistencies in the form are among the most common reasons for delays or refusals, even when all supporting documents are correct.

Depending on the country you apply to, the form may be completed online, printed and signed, or both.

Online application vs paper form: what depends on the country?

Schengen countries use different systems to collect visa applications, but the information requested is largely the same.

Information you must enter carefully

Consulates cross-check the application form with all supporting documents. The following sections require particular attention:

Common mistakes that lead to rejection

From practical experience, these errors occur most frequently:

• Selecting the wrong main destination
• Entering travel dates that do not match bookings
• Leaving mandatory fields incomplete
• Using inconsistent spelling of names or passport numbers
• Forgetting to print and sign the form when required

Read more on Visa Schengen Rejection Rates.

How to book a Schengen visa appointment at VFS or TLScontact?

After completing your application form, the next mandatory step is to book a Schengen visa appointment. In most countries, applications are submitted through an external visa application centre, mainly VFS Global or TLScontact, acting on behalf of Schengen consulates.

You cannot submit a Schengen visa application without a confirmed appointment.

What is the role of VFS Global and TLScontact?

VFS Global and TLScontact are official intermediaries appointed by Schengen countries to manage the administrative part of visa applications.

Their role includes:

• collecting visa applications and documents
• verifying basic compliance (presence, format, signatures)
• collecting biometric data (fingerprints and photo)
• forwarding files to the consulate for decision

They do not decide whether a visa is approved or refused. The final decision is always made by the consulate.

How to book your Schengen visa appointment step by step

The booking process generally follows this sequence:

What documents must you bring to your VFS or TLS appointment?

On the day of your appointment, you must bring a complete physical file, even if part of the process was completed online.

If a mandatory document is missing or non-compliant, VFS or TLS may refuse to accept your file, requiring you to book a new appointment.

What happens during the visa appointment?

The appointment itself is usually straightforward and lasts 15 to 30 minutes.

Biometric data is mandatory unless you have given fingerprints for a Schengen visa within the last 59 months (some applicants may still be asked to provide them again).

Common reasons applications are blocked at the appointment stage

From field experience, the most frequent issues at VFS or TLS are:

• incomplete document sets
• non-compliant visa photos
• insurance certificates not covering all visa Schengen countries or dates
• inconsistencies between form and documents
• missing copies or unsigned forms

This is why documents such as the visa photo and travel insurance are considered critical. Many applicants choose solutions that provide clear, immediately verifiable insurance certificates aligned with consular standards, reducing the risk of rejection at the counter.

After your appointment: what happens next?

Once your file is accepted:

• your application is forwarded to the consulate
• processing time begins
• you can track your application online
• your passport is returned once a decision is made

The next step in the process is understanding how long it takes to get a Schengen visa and when to apply to avoid last-minute issues.

How long does it take to get a Schengen visa?

The processing time for a Schengen visa is not the same for all applicants or all countries. While Schengen rules define a legal framework, actual timelines depend on the consulate, the country of application, the season, and the completeness of your file.

Understanding these timelines is essential to avoid travel disruptions or missed departure dates.

Official processing time defined by Schengen rules

Under Schengen regulations, consulates are expected to process short-stay visa applications within:

• 15 calendar days in standard cases
• Up to 30 days when additional checks are required
• Up to 45 days in exceptional situations

These timelines start after your application is officially accepted at VFS or TLScontact, not on the day you book your appointment.

How early should you apply for a Schengen visa?

To minimise risk, applicants are advised to:

Factors that affect real processing times

Several elements influence how long your application takes:

• country and consulate you apply to
• nationality of the applicant
• time of year (peak vs low season)
• need for additional verification
• completeness and consistency of documents

Applications that require follow-up requests or clarification naturally take longer.

Delays caused by document issues

From practical experience, delays are often linked to:

• non-compliant visa photos
• unclear or insufficient travel insurance
• missing or inconsistent documents
• itinerary inconsistencies

When consulates request additional documents, the processing clock may effectively pause. This is why many applicants choose clear, consulate-accepted insurance certificates that are immediately verifiable and cover the full duration of stay, reducing the likelihood of follow-up requests.

Can you track your Schengen visa processing time?

After submitting your application, you can:

• track your file via the VFS or TLScontact portal
• receive notifications when your passport is ready
• collect your passport once a decision is made

However, tracking does not speed up processing, and consulates rarely provide individual status updates beyond the standard system.

What are the most common reasons for Schengen visa refusal?

A Schengen visa refusal is rarely arbitrary. In most cases, it results from clear and identifiable issues related to documents, consistency, or credibility. Understanding these reasons helps applicants anticipate risks and correct weaknesses before submission.

Below are the most frequent refusal grounds observed by consulates, even when applications pass the VFS intake stage.

Incomplete or inconsistent application documents

One of the leading causes of refusal is a lack of consistency between documents.

Consulates do not request missing documents systematically. In many cases, the application is refused directly.

Applying through the wrong Schengen country

Choosing the incorrect consulate is a procedural refusal, regardless of travel purpose.

Non-compliant visa photo

Visa schengen photo size and requirements are checked both at VFS intake and during consular review.

Even minor deviations can result in refusal or file rejection at the counter.

Travel insurance not meeting Schengen requirements

Schengen visa Travel insurance is one of the most strictly verified documents.

To avoid this risk, many applicants use platforms such as HelloSafe, which allow them to compare only travel insurance policies accepted by Schengen consulates, generate an immediate and clearly formatted certificate, and ensure coverage dates exactly match the application. An additional advantage is the refund option in case of visa refusal, which reduces financial exposure.

Insufficient proof of financial means

Applicants must demonstrate they can support themselves during their stay.

Each country sets its own minimum thresholds, but credibility and clarity are always assessed.

Doubts about intention to leave the Schengen area

This is one of the most subjective refusal grounds.

Supporting documents such as employment letters, proof of studies, or family ties are critical in addressing this risk.

Can you reapply if your Schengen visa is refused?

Yes. A Schengen visa refusal does not permanently prevent you from applying again. In most cases, applicants are allowed to submit a new application immediately, provided that the reasons for refusal are clearly identified and properly addressed.

However, reapplying without correcting the issues that led to the refusal significantly reduces the chances of approval.

Understanding the refusal decision

When a Schengen visa is refused, the applicant receives a refusal notice indicating:

• the legal grounds for refusal (ticked boxes),
• a brief explanation of the reasons,
• information about the right to appeal.

This document is essential. It explains what must be corrected before submitting a new application.

Reapplying vs appealing: what is the difference?

Applicants generally have two options after a refusal.

What must be corrected before reapplying?

Before submitting a new application, it is crucial to fix the exact issues mentioned in the refusal notice.

Submitting the same documents without changes often leads to repeat refusal.

Does a previous refusal affect future applications?

A previous refusal does not automatically prevent approval in the future. However:

• consulates see your full application history,
• repeated refusals without improvement damage credibility,
• corrected and well-documented applications are often approved.

Practical advice to improve approval chances after refusal

To strengthen a new application:

• clearly address each refusal reason in your documents,
• ensure full consistency between the application form and supporting evidence,
• submit compliant photos and clear insurance certificates,
• avoid rushing a new application without preparation.

Many applicants choose to reassess critical documents such as travel insurance, ensuring coverage, dates, and territorial scope fully align with Schengen requirements. Using comparison tools like HelloSafe helps identify consulate-accepted policies, generate an instant certificate, and reduce the risk of technical refusal in a new application.

How much does a Schengen visa cost?

The cost of a Schengen visa is composed of several elements, not just the official visa fee. While the visa fee itself is standardised across Schengen countries, additional service and administrative costs may apply depending on where and how you submit your application.

Understanding the full cost helps avoid surprises on the day of your VFS or TLS appointment.

Official Schengen visa fees

Schengen visa fees are set at EU level and apply to all Schengen countries.

These fees are non-refundable, even if the visa is refused.

VFS Global and TLScontact service fees

In addition to the visa fee, most applicants must pay a service fee to the visa application centre handling their file.

These fees cover administrative services such as appointment management, document intake, and biometric collection.

Additional costs to consider

Beyond visa and service fees, applicants may incur additional expenses depending on their situation.

These costs vary by country and service provider.

Important notes about payment

• Visa fees are usually paid in local currency, based on exchange rates set by the consulate
• Payment methods (cash, card) vary by country and centre
• Visa fees are not refunded if your application is refused

Managing costs and avoiding unnecessary expenses

While the visa fee itself cannot be reduced, some costs can be optimised. For example, choosing a travel insurance policy that is clearly accepted by Schengen consulates, provides an instant certificate, and offers a refund in case of visa refusal helps limit financial risk. Comparison platforms such as HelloSafe allow applicants to compare compliant insurance options transparently and select coverage aligned with consular requirements.

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